Secretary Ii

7 days ago


Pretoria, South Africa Adams Adams Full time

**Duties and responsibilities**
- Receiving, saving, and acknowledging new recordal enquiries or queries on existing matters
- Opening new Recordal files for bigger recordal projects or if we are not the address for service
- Attending to enquiry advice letters, inclusive of checking the statuses of the electronic database, perusing recordal documents provided by the client e.g. assignment/merger/change of name documents/licence agreements/ hypothecation agreements
- Receiving instructions/enquiries from clients
- Opening new matters
- Accurate checking and filing of allowances received from the Patent Office
- Regularly following up with the Patent office for files requested by Adams & Adams
- Liaising with Patent Office regarding any queries at CIPRO relating to patents and designs
- Reporting back to relevant person/s and placing a note on the correspondence tag
- Daily attending to workflows and terms on Patricia regarding outstandings from CIPRO
- Assisting Registry with receipt of documents from Patent Office
- Date stamping all documents received from patent Office
- Attending to workflows and term lists
- Dealing with any adhoc enquiries
- Sending cost estimates and/or required information to clients
- Preparing draft responses for my manager to approve and report to clients
- Attending to departmental enquiries from clients
- Liaising with search clerks at the South African Patent & Designs Office (CIPC)
- Preparing invoices to clients
- Handling of daily correspondence and diarizing files
- Sending reports to clients
- Filing, photo copying, scanning and general office duties
- Updating clients’ records
- Capturing and updating departmental duty spreadsheet
- Sorting files and tagging correspondences
- Corresponding with other African associate offices on behalf of clients
- Closing cases accordingly when matters are finalized
- Receiving instructions to proceed with recordals, preparing recordal forms and lodging documents at the Patent and Designs Office
- Typing of invoices and credit notes
- Updating lodgments schedules and diarise for the endorsed documents
- Assisting with reporting the endorsed documents
- Communicating with search clerks at the Patent and Designs Office
- Preparing forms for the opening of new accounts and requesting FICA documents
- Opening new P files after recording ourselves as the address for service on take-over granted cases
- Liaising with staff members in Renewals Department regarding the renewal statuses for takeover of granted cases
- Liaising with staff members in OFS Department in respect of pending matters
- Updating existing clients' information on Form P56
- Attending to Work in Progress (WIP) matters
- Preparing various departmental monthly stats and reports
- Attending to accounting matters (re: queries)
- Train new staff members
- Stand-in for other team members when required
- General office duties
- Handling routine correspondence and diarising files

**Skills and knowledge**
- Methodical and well organised
- Good command of English
- Attention to detail
- Computer literate
- Typing speed of approximately 45 wpm
- Ability to work independently and as part of a team
- Ability to use initiative and work under pressure whilst remaining calm
- Dealing with several matters simultaneously with the ability to prioritise
- Excellent written and verbal skills
- Knowledge of basic accounting
- In-depth knowledge of Patricia and CMS will be an advantage

**Qualification/s**
- Grade 12 (Matric) or equivalent
- Secretarial or Legal Secretarial Diploma or Certificate would be advantageous
- 4 - 5 years secretarial experience


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